7 Tools for Fostering a Respectful Work Environment and Navigating Incivility in the Workplace

Incivility has become a significant challenge in many modern workplaces. Leading up to the election, and afterwards, lunchroom debates about politics or world events can sometimes lead to conflict among employees and the potential for unprofessional behavior and claims of workplace discrimination or harassment.

Unfortunately, the politically and culturally polarized climate has led to an increase in employees reporting dissatisfaction at work due to experiences with incivility. In addition, remote and hybrid work arrangements are still prevalent and have introduced new challenges in maintaining workplace civility. Impersonal digital communications may lead to misunderstandings or perceived rudeness due to the lack of non-verbal cues.

Employers should support a respectful work environment and healthy open communication. Employers that fail to actively foster a healthy and respectful work culture and fail to address incivility will find more dissatisfied employees, higher turnover, and greater risk of hostile work environment claims.

The Human Resources (HR) team plays a crucial role in fostering a respectful work environment and addressing workplace incivility.  Here are some tools that HR can use to effectively tackle this issue:

1. Promote a Culture of Respect

HR teams can lead initiatives to foster a culture of respect and civility:

• Work with leadership to set the tone for organizational culture
• Organize team-building activities that promote positive interactions
• Recognize and reward employees who exemplify respectful behavior
• Encourage open communication and feedback across all levels of the organization

By taking a proactive approach, HR can help prevent incidents of incivility before they escalate into more serious issues.

2. Develop Clear Policies and Procedures

HR teams should establish comprehensive policies that explicitly define workplace incivility and outline the consequences for such behavior. These policies should:

• Clearly articulate what constitutes uncivil behavior
• Provide examples of unacceptable conduct
• Outline the reporting process for incidents
• Specify the disciplinary measures for violations

3. Create Reporting Mechanisms

HR should establish easily accessible and confidential channels for employees to report incidents of incivility. This may include:

• Anonymous hotlines
• Online reporting systems
• Designated HR contacts for such issues

4. Implement Training Programs

Training is a fundamental component in addressing workplace incivility. HR teams should:

• Develop and conduct regular training sessions on civility and respectful communication
• Provide training on navigating sensitive topics professionally
• Focus on leadership training to equip managers with skills to identify and address incivility proactively and promptly before they escalate
• Include cultural competence training to promote understanding and respect for diversity

5. Partner with Leadership

HR professionals should work closely with organizational leaders to address incivility. Leaders within an organization have a significant influence on workplace culture and behavior. Their actions and attitudes set the standard for what is acceptable within the company. However, leaders may have varying levels of experience and knowledge when it comes to fostering a civil work environment. Both leaders and HR professionals should model respectful behavior and receive comprehensive training that goes beyond basic concepts and incorporates often-overlooked elements. Training should include:

• Tools and resources to manage diverse teams sensitively
• Guidance on how to recognize subtle forms of incivility and how to handle difficult conversations and conflicts
• Strategies for addressing uncivil behavior and conflict resolution techniques

6. Measuring Success and Continuous Improvement

To make progress in combating workplace incivility, organizations should implement systems to measure the effectiveness of their initiatives and make continuous improvements. Regular assessment can help organizations identify areas for improvement and refine their approach to promoting workplace civility. Therefore, HR teams should periodically assess the workplace climate by:

• Using surveys and focus groups to gauge employee perceptions of civility
• Analyzing data on turnover rates, employee complaints, and productivity metrics
• Using insights gained to refine policies and interventions

7. Provide Support and Resources

HR should offer support to employees affected by incivility by:

• Implementing Employee Assistance Programs (EAPs) for counseling and support
• Offering stress management workshops and resources
• Providing mediation services for conflict resolution

• Providing training on navigating sensitive topics professionally
• Encouraging a culture of mutual respect despite differing viewpoints

The Bottom Line

Addressing incivility in the workplace requires a proactive and multifaceted approach involving HR, leadership, and all employees. By prioritizing civility through comprehensive training, clear policies, and a commitment to open communication, organizations can create a more respectful, productive, and harmonious work environment. As the workplace continues to evolve, maintaining a focus on civility will be crucial for organizational success and employee satisfaction.

Melanie L. Chaney is firm co-managing partner, and Peter Q. Nguyen is a senior labor relations consultant at Liebert Cassidy Whitmore.

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